SharePoint Members vs Site Members: Understanding the Real Difference
I still remember the day I started working with SharePoint. To date, I have been confused between SharePoint Members vs Site Members because the terms sound almost the same. While working with permissions, structures, and setups in SharePoint, I realise that they are different terms having specific roles. Understanding the difference between members and site members in SharePoint is important for working professionals.
In this article, I will break it down in simple terms so you know exactly each aspect. Let’s begin to understand what exactly they are.
What are SharePoint Members?
Referring to SharePoint Members, it is the permission group that exists at the site collection level. This group controls all access for users across multiple sites.
Here are some details that I have learned so far about SharePoint members:
- They are the ones responsible for controlling permissions for an entire site collection and belong to a SharePoint group.
- If a permission is assigned to SharePoint Members, then those permissions automatically go down to subsites, lists, libraries, and pages unless those individuals have their own unique permission set.
- By default, members have the edit and contribute role until the admin changes the setup.
- They have the authority to add, edit, and delete items across the site where they have permission.
In Short, SharePoint Members have a majority of authority in permissions, and this can affect the whole site structure depending on the admin’s changes in settings. This may be a difference in SharePoint members vs Site members.
Who Are Site Members in SharePoint?
Site Members are a set of groups that are responsible for an individual SharePoint Site. This clearly means that they have limited permissions to that specific site only.
Here is something that I noticed from my experience: that this group is far more useful in modern SharePoint sites, such as:
- Team Sites
- Communication Sites
- Microsoft 365 connected sites
By default, site members have the edit role, which allows them:
- Edit site content
- Manage lists and libraries
- Upload, modify, and delete documents
- Collaborate with the rest of the team
Compared to SharePoint members, Site members are unable to impact other subsites or the site collection automatically.
Related Guide: SharePoint Site vs. Page
SharePoint Members vs Site Members: What’s the Actual Difference?
Here’s the actual difference between members and site members in SharePoint, based on real experience:
1. Scope of Permissions
- SharePoint Members: It can be applied to the whole site collection or the main parent site.
- Site Members: Only on the sites they are assigned to.
2. Permission Inheritance
- SharePoint Members: Their permissions go down to the subsites automatically.
- Site Members: By default, permissions stay on a single site.
3. Default Role Access
- They both have edit access, but SharePoint members have the majority of authority, and it also depends on how inheritance is configured.
4. Purpose
- SharePoint Members: They have a role in managing access across larger structures.
- Site Members: It is most used in a specific site and is ideal for teamwork.
5. Administrative Control
- SharePoint Members: Managed by site collection admins.
- Site Members: Managed by the site owners of a single site
That’s the reason to always check if a user needs access to multiple sites or just one. This helps me to decide whether to add them as a SharePoint Member or a Site Member.
Also Read: How to Manage SharePoint Access
Why SharePoint Members vs Site Members Matters?
Understanding between members and site members in SharePoint helps me avoid:
- Giving unnecessary access across sites
- Over-permissioning users
- Breaking permission inheritance accidentally
- Causing security risks
- Confusing users about what they can or cannot access.
SharePoint Members and Site Members Migration: What You Need to Know
While working on SharePoint migrations, the biggest challenge I face is handling permission groups correctly. Moving SharePoint members versus site members from one environment to another is where I face the challenge the most because the permission structure behaves differently across tenants or site collections.
On the other hand, the content moves smoothly with no hassle. That’s the reason I recommend that you know the difference between members and site members in SharePoint.
To avoid these issues, I suggest you use a professional and reliable tool that I have already used, which consistently helps me maintain permission mapping correctly: the SysTools SharePoint to SharePoint Migration Tool. It allows me to migrate sites, site groups, and user permissions without breaking inheritance or losing role accuracy.
This solution also makes sure that both keep their proper access levels in the new environment.
Examples to Make it Easy
#1: Organisation-Wide HR Portal
If any organisation’s HR team needs access to multiple HR related subsites under one site collection, the Admin should add them as SharePoint Members.
#2: Marketing Team Collaboration Site
If the marketing team is working on the same project on a single SharePoint Team site, I add them as Site Members.
Which One Should You Use? My POV
- Use SharePoint Members when you want people to have access to a larger area of the site or the whole site collection.
- Use Site Members when you want to give limited access to one specific team site.
Additional Resource: Map SharePoint Online as Network Drive
Author’s Verdict
SharePoint Members vs Site Members sounds very similar, but as I discussed above that their role and scopes are completely different. After going through the above article, you will get to know the difference between members and Site members in SharePoint. Once you know the difference, it will become easier for you to assign the right permission.
By using the right permission group, I assure you that everyone works together easily while still keeping sensitive information safe.
People Also Ask
Q. Is it okay to use both groups at the same time?
Yes, you can use them at the same time if permissions are planned and managed properly.
Q. Which groups are best for multi-site access?
SharePoint Members are best for multi-site access.
Q. How can I upgrade site members to SharePoint Members?
You can do it by adding them to the broader SharePoint Members group.
Q. Do SharePoint members and Sites members have the edit option?
Yes, both groups have edit rights by default.
Q. Are Site members part of a single SharePoint site?
Yes, they belong only to the site where they are added.